An expense records money spent directly from a bank or cash account — no supplier bill needed — and lets the system work out the input VAT for you.
Before you start
- Pick the company you are working in and the Scope level for the expense.
- Know which account the money was paid from and which category (expense) account it belongs to.
- Have any tax code ready if the spend is taxable.
Steps
- Open Accounting → Expenses and start a new expense.
- Set the Scope level (required) plus any parent scope.
- Enter the Expense date (required).
- Choose the Paid from account — the bank or cash account the money left (required).
- Choose the Category account — the expense account the spend posts to (required).
- Enter a Description (required, up to 255 characters).
- Optionally add a Supplier name as free text (up to 255 characters) — an expense needs no full supplier record.
- Enter the three-letter Currency code (required) and, for a foreign-currency spend, an FX rate.
- Enter the Net amount (required, greater than zero).
[screenshot: Expense form]
- Optionally set a Tax code (up to 60 characters); the system computes the input VAT and total against the resolved tax code.
- Optionally add a Reference (up to 120 characters) and any Document references.
- Save.
Result
The expense posts directly against the paid-from account and the chosen category account, with input VAT and the total computed from the tax code you supplied. No accounts payable entry is created — the money is treated as already spent.